Case Manager PD Reflection Packet
Camden Prep Regional SSS • Makeup Activity
Case Manager Compliance & Reflection
COMPLIANCE MANDATE
NAME: ____________________________ Case Manager
CAMPUS: __________________________ e.g., CES, CMS, MES, MMS, CPHS
COMPLETION DATE: ________________ Due Date: EOD Wed 9/2/26
Important Professional Obligation
This reflection packet is the operational makeup session for the August 2026 SSS Professional Development. Please read the regional presentation slide deck and complete all prompts in this packet by hand to verify your understanding of critical compliance workflows.
1
The New NJDOE 48-Hour Compliance Mandate
The Legal Mandate (P.L. 2025, C.107): Districts must provide parents with an agenda and written summary of performance at least 48 hours prior to the scheduled Annual Review meeting. This page acts as the legally binding envelope for that notification.
Task 1.1: Pre-Meeting Compliance Workflow Mapping
Based on slide 43, write down the required timeframes for each Case Manager workflow action:
____________________ Schedule meeting & request service provider input.
____________________ Gather & review all educator classroom progress metrics.
____________________ Draft performance summaries using data-driven narrative.
____________________ Verify EdPlan narrative and transmit packet to parent.
Task 1.2: Scenario Study & EdPlan Navigation
You are managing a highly complex case, and the annual review is scheduled for Wednesday, October 14, 2026. In EdPlan, you must navigate to the Annual IEP Review Page.
1. What is the exact 3-step pathway in EdPlan to access the Annual IEP Review Page?
2. By what exact day and time must you legally transmit the completed performance summary packet to the parent?
3. Under Slide 44, Section 2 must contain structured narratives in specific required areas. List four of them:
Task 1.3: Exemplar Impact Statement Analysis
"Due to the effects of ADHD on sustained attention, executive functioning, and self-regulation, John continues to require specialized instruction, accommodations, related services, and behavioral supports to access and make meaningful progress in the general education curriculum."
Explain why this slide 44 exemplar standard "fits" and complies with quality writing pathways:
Camden Prep Student Support Services • 2026-2027 Module 1 Completed: [ ] DOSSS Reviewed Page 1 of 5
Camden Prep Regional SSS • Makeup Activity
Referrals, Timelines & Transportation
CST SYSTEMS
2
Initial Referrals & Slide 63 Compliance
When you receive a written request to evaluate from a parent, strict state-mandated timelines are triggered. Case Managers must understand Slide 63's compliance rules:
1. Upon receipt of a written parent request, how many days do you have to hold the Identification Meeting?
2. What is the specific legal requirement for Hearing & Vision screeners in initial cases? State the timeline rules.
3
CST Schedules & Related Services Mandates (Slide 35)
Who must attend ALL Reeval & Annual IEP meetings?
When do you invite related service providers (Speech, OT, PT)?
*Tuesdays: MES/MMS | Wednesdays: CMS/CES | Thursdays: CPHS & Overflow.
4
Specialized Transportation & IEP Justification
Transportation services are a related service under Slide 68 and must be legally justified. They cannot be offered for convenience or solely based on a parent's general request.
1. What MUST transportation services be based on to qualify? (Slide 68)
2. Slide 69 mandates that all transportation in an IEP must have what corresponding statement? Write a brief summary of its purpose.
Camden Prep Student Support Services • 2026-2027 Module 2 Completed: [ ] DOSSS Reviewed Page 2 of 5
Camden Prep Regional SSS • Makeup Activity
IEP Meeting Best Practices
IEP BEST PRACTICES
5
Phase A: Before the IEP Meeting (Slide 38)
Pre-meeting preparation prevents last-minute compliance breakdowns. Recall the legal standards:
1. How many hours PRIOR to the scheduled meeting must IEP draft documents be finalized for SSS review?
2. What is the mandatory requirement for scholars aged 14 and older regarding meeting invitations?
6
Phase B: During the IEP Meeting (Slide 38)
Meeting execution must prioritize professional collaboration and parent participation:
1. Who is legally mandated to be present in ALL IEP meetings? (State teacher requirements).
2. What must service providers specifically speak to during the meeting? What artifact is required?
7
Phase C: After the IEP Meeting (Slide 38)
The meeting does not end when participants exit the Zoom or phone conference call:
1. Once approved, how many hours do you have to transmit the final document packet to the parents?
2. State the compliance percentage and destination system for parent contacts and signed signatures:
Camden Prep Student Support Services • 2026-2027 Module 3 Completed: [ ] DOSSS Reviewed Page 3 of 5
Camden Prep Regional SSS • Makeup Activity
Behavior Support & Manifestation Reviews
Module 4: FBA Timelines, BIP Compliance, and the MDR Process.
BEHAVIOR & COMPLIANCE
8
BIP Compliance & Legal Timelines
As a Case Manager, maintaining strict timelines and understanding the relationship between the Behavior Intervention Plan (BIP) and the Individualized Education Program (IEP) is non-negotiable.
State FBA Timelines (Once Consent is Signed):
- Initial Placements: ___________ days
- Re-evaluations: ___________ days
The BIP Link to IEP Mandates:
An active BIP legally mandates writing corresponding ___________ ___________ in the IEP document (Slide 83).
The Golden Compliance Rule: "If you don't collect the data, the intervention legally didn't happen." (Slide 83)
9
Scenario Study: Manifestation Determination Review (MDR)
Case Study: Marcus (6th Grade Scholar)
Marcus has an IEP with a BIP and receives specialized transportation. He currently has accumulated 7 days of OSS. Yesterday, he was sent to the Dean's office for 120 minutes for safety violations. Today, Marcus committed a severe safety violation on the school bus and received a 3-day suspension from riding the bus.
1. Does his 120-minute stay in the Dean's office count as a removal day under SSS policy? Explain the threshold. (Slide 92)
2. Marcus's 3-day suspension from the school bus prevents him from arriving at school. Under Slide 73, does a suspension from specialized transportation count toward his Manifestation Determination Review (MDR) limit? Explain why.
3. Marcus has reached a combined limit of removals. What is your immediate responsibility as Marcus's Case Manager prior to day 10 to schedule the MDR? (Slide 89)
Task 3.1: Tier 3 Dean Send-Out Gatekeeping
Review Slide 93 ("Dean Send Outs"). Draw lines or group the following infractions correctly:
DEAN SEND-OUT (Tier 3 Appropriate):
- Physical aggression toward staff/peers
- Threats of immediate harm to self/others
- _______________________________________
NOT A DEAN SEND-OUT (In-Class Support):
- Minor noncompliance / off-task behavior
- Out of dress code (hoodie up, hat on)
- _______________________________________
Camden Prep Student Support Services • 2026-2027 Module 4 Completed: [ ] DOSSS Reviewed Page 4 of 5
Camden Prep Regional SSS • Makeup Activity
Case Manager BOY Systems & Action Plan
Module 5: SSS Tracker Ownership, Confidentiality, and BOY Action Steps.
SYSTEMS ROLLOUT
10
Preserving Dignity & Understanding FOIL/FERPA
What we put in writing communicates our mindsets. Slide 98 details critical guidance regarding emails, record requests, and the Freedom of Information Law (FOIL).
State two critical protocols regarding email communications and student confidentiality (Slide 98):
11
Campus SSS Tracker Ownership
The Campus SSS Tracker is an active tool to track compliance timelines. Case Managers must understand which tabs they explicitly own.
CASE MANAGER TAB OWNERSHIP:
- Discipline/Removal
- Meetings Log (IEP/Initial)
- Transportation (Email DOSS)
- SEMI-Parent Consent
SPED COORDINATOR (SEC) OWNERSHIP:
- Roster & Snapshot
- Related Services & Meetings Log (504)
- ELL (Email Satterfield)
- Paraprofessional Tabs
12
Beginning of Year (BOY) Action Plan
Translate this PD training into an immediate action plan for your caseload using the BOY items (Slide 61):
✓
Complete Audit of Rosters: Verify student names and metrics against EdPlan.
✓
Caseload Set-Up: Update teacher lists and ensure folder alignments on SSS drives.
✓
Review IEPs of New-to-CP Students: Flag high-needs accommodations and immediate 30-day reviews.
✓
Plan Upcoming Meetings (Reeval Plannings, etc.): Map out dates to maintain 20-day referral and annual timelines.
✓
Parent Communication & Naming Conventions: Add parent-facing links (PRISE) to email signature.
Personal System Commitment:
Write down one concrete procedural update from today's makeup session that you will implement on your caseload immediately:
Case Manager Sign-Off Verification
By signing below, I certify that I have read the August 2026 SSS Regional Presentation and fully understand all legal compliance mandates, including the 48-hour parent notice, FBA timelines, SSS tracker tab ownership, and MDR roles.
CASE MANAGER SIGNATURE:
X __________________________________________________________________
Camden Prep Student Support Services • 2026-2027 Module 5 Completed: [ ] DOSSS Reviewed Page 5 of 5
